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I would love to throw our app TeamworkPM.net into the mix here. We have a full free plan that will give you 2 free projects and unlimited users. This should be able to help you out with your planning of your event.
We also have features like a global calendar and recurring tasks which you might find very useful for what you are doing
Make sue you take a look, and if you have any questions please feel free to ask.
You can also see what our users have been saying about us as well here.